We are seeking a highly skilled and motivated Executive Assistant & Corporate Administrator on behalf of our client, a dynamic and growing engineering consulting firm. This role supports the organization’s two Directors by managing their administrative workload, streamlining communication, and handling personal and corporate administrative tasks.

This is an exciting opportunity for a proactive, detail-oriented individual to make a meaningful impact in a fast-paced, team-oriented environment.

The role requires occasional driving for tasks such as purchasing supplies, couriering parcels, or completing errands for the Directors. A valid Class 5 driver’s license and access to a reliable vehicle are required.


Responsibilities

Executive SupportManage and coordinate schedules, meetings, and personal appointments for the Directors.Assist with personal errands, including vehicle maintenance, meal pickups, and other ad hoc tasks.Organize monthly expenses and receipts for personal accounting functions.Intercept unplanned pop-ins from vendors, suppliers, or salespeople to manage the Directors’ time effectively.Corporate AdministrationMaintain and update proposal and project tracking spreadsheets, including project details, client information, and staff updates.Coordinate and maintain corporate marketing materials, branded items, and business development assets (e.g., event tickets, client gifts).Assist with client sponsorships, event planning, and execution of staff and client appreciation events.Manage and organize physical and digital files for easy retrieval and confidentiality.Document Review & Professional WritingReview written deliverables for grammar, formatting, and adherence to corporate branding guidelines.Compile and edit content into cohesive documents for technical review by the Directors.Assist with the preparation of corporate reports, correspondence, and presentations.Perform spot checks on staff work to ensure conformance with company standards.
QualificationsDiploma in Office Administration or Business Administration from an accredited institution (e.g., NAIT, SAIT, or equivalent).Minimum of 3 years’ experience in a similar role, preferably within the consulting engineering industry.Valid Class 5 driver’s license and personal vehicle (mileage reimbursement provided).Experience with corporate marketing, proposal preparation, and health and safety programs is an asset.Proactive self-starter with a commitment to continuous improvement and efficiency.Strong organizational and multitasking skills to manage competing priorities in a fast-paced environment.High emotional intelligence, professionalism, and ability to build positive relationships with stakeholders.Excellent written and verbal communication skills with a superior attention to detail.Proficient in Microsoft Office Suite (Outlook, Word, Excel, Visio, PowerPoint) and adept at using templates and style guides.

David Aplin & Associates Inc., operating as Aplin, and its associated brands, CompuStaff and Impact Recruitment, is an award-winning employment agency connecting diverse, top-tier talent with exceptional organizations across North America. We welcome applicants from all backgrounds and charge no fees to apply or engage with our recruiters. Our clients partner with us to help expand and diversify their teams. Please note that all applicants must be legally entitled to work in Canada, including holding any necessary work permits.